Poland introduces electronic invoicing mandate as of 1st July 2024 – Choosing a compliant provider

Following the global trend of introducing a clearance model in the invoicing processes, after Italy and France, Poland is the next European country to introduce a clearance model for all domestic invoices.

As of 1 July 2024, businesses in Poland will be required to use electronic invoicing for all business-to-business (B2B) transactions. Exchanging e-invoices directly between trading parties will not be allowed.

Companies who have their registered office or permanent place of business in Poland will be obliged to issue e-invoices in a specific XML format and submit them to the national system KSeF (Krajowy System e-Faktur)for clearance.

Under the mandate, the integrity and authenticity of the invoice can be ensured by the KSeF. An additional signature will not be needed. KSeF will also provide a long-term archive, however it is recommended that taxpayers use their own archive in case of dispute with tax authorities. In any case invoices have to be stored with the unique ID that has been provided by KSeF for 10 years including a visualization that is generated outside the national system.

Companies that do not follow Poland’s stringent e-invoicing requirements will face fines.

It is possible to start using the system already during the voluntary phase starting in September 2023. Businesses should use this opportunity and start preparing for the e-invoicing mandate well in advance to ensure a smooth transition. Depending on the invoice process today, this involves upgrading accounting and invoicing software, switching from paper invoice to electronic invoice process, switching from PDF to a structured data format such as tXML2.5.

The link to the draft legislation can be found here: Projekt (rcl.gov.pl)

Why choosing TecAlliance:

  1. Tax compliant electronic invoicing on international level, not only in Poland
    Poland is not the first and not the last country to introduce CTC (continuous transaction controls). With Mexico, Italy and France (coming up) the international fiscal invoicing becomes more complex. TecAlliance offers compliant cross boarder invoicing for customers.
  2. Use our Order- to- Invoice process on an international level
    Additionally, to compliant electronic invoicing, you can choose to send and receive inquiries and orders fully automated and even integrated into your ERP system. Order responses and delivery notifications help you optimize the whole supply chain document flow.
  3. A solution specifically designed for the IAM processes
    Top notch data quality due to fulfillment of Independent Aftermarket industry standards allows you to minimize errors and reduce manual work to the minimum throughout your order to invoice processes

    Do you need more information? Get in touch with Jörg Schröder now sales.muc@tecalliance.net